tv [untitled] August 17, 2011 10:00am-10:30am PDT
>> are we in a position to handle all these extra complaints? >> we are rather tax with what we have, but we do have three work orders and for three more house inspectors. if we get the other three house inspectors, that would help out quite a bit. >> ok, thank you. additional questions? >> any public comment? we're going to do the public comment at the end of both. item number 5b. >> mr. president and members of the commission, when that song yet indicated to me that this was on the agenda last week, i
have to look at the data to see what i could pull that would be meaningful to you. i can get a list of the number of complaints within a certain amount of time, but it does not give me because a lot of this is in the narrative in the way it is captured. what we did is print out the 295 cases that were heat or hot water complaints that received from the last calendar year to give you some kind of meaningful snapshot of what is going on. to be able to come up with this data took about eight hours. so a lot of this data is not captured. we found interesting things that we wanted to share with you over all. as you can see, the majority of heat and hot water complaints that come in were over in longingly he complains.
of these cases we are required to make some type of a response within one business day. as you can see, even with the staff shortage we were able to do that with 94% of the time. the remaining have some sort of response within 2 business days. not all, but most. in those instances which is typically the situation the inspector will go in and update complete tracking when they have been able to go in and do inspection. keep in mind that an inspection cannot occur with one or two business days, because we're also working with an individual. it is complained about a heating unit within an individual's dwelling or guest room, we have to scuttle a time for them to be able to do the inspection. from the calendar year until now we have about 27 cases that have
carried over that are open for various reasons. some because they are duplicates, some because we're waiting for the permits to be final. there are various reasons why that may be the case. that means we have the majority of the cases that have some resolution. the other thing that takes awhile is that if you go in to complete tracking and is this the case is debated, that means everything is done. payment of assessment of cost and everything is done. that is a day week in a train -- obtained very easily. i have to look case by case to determine. we literally went to all 295 cases to come up with that. if we had more time, i would have been happy to get this information to you sooner. let me tell you, that is that the only one of the list of items in a long wish list that we of given to executive management that we would like to
see in the new system when someone is hired for that. we wanted to make sure we got you some meaningful data. >> our tracking mechanism right now is basically having to go back and read, as opposed to keeping track of which specific items are listed? >> >> i did i hear the first part. >> the tracking thmechanism sees very cumbersome right now. >> it is. it depends on the type of data being captured. in a situation like this where you would want to know how many of the complaints or problems with the boy rather than something else, it does not track that. i would have to go into each of these cases and look at a notation that tells me that. we are asking for that type of data to be tracked in the new
system, but it is not like that right now. i have to look of the notice of violation, and then be able to tell you that. having looked at 295 cases for the last calendar year, i will tell you a very small percentage of he completat complaints had o wideal with the boiler. the majority of complaints had to deal with this time clock not being sent properly or the thermostat being defective. if it was a single-source heating device from a gas or electrical compliance in a dwelling unit, it was usually something having to do with the heat-sensing device or maintenance. that was after going through each one of the cases individually, which we have been doing since last week. >> are they trained -- let's say
someone calls and what of faulty boiler -- calls in with a faulty boiler or hear, does your staff responded and asked them if they have contacted the landlord or property management first before we take it on? before we this that someone in other words. >> absolutely, because we want the property owner to get on that as soon as possible. generally the occupants is telling us there is no heat. they do not necessarily know what kind of system it is or what ever. we have to find out what is in the central system, can we get into see the boiler or the time claclock? the time clock is usually
behind closed doors. that is the first thing we look at. >> what i would really like to hear is to get a list of the repeat offenders, property owners that are doing this all the time. the majority of property owners out there take care of their business, i would like to see that list of these repeat, what i would call owners that do not do the repairs in time. if you could come up with that. to go on th>> on the heat situa? >> yes. >> we could do that. there were a number of situations that by the time we got out there they were already abated. we ask them to call to let them know so they could look at this situation. that happened very frequently because we were asking that
question. >> when there is heat the issue or hot water issue, do we, as they are trying to resolve the bigger issues, is there some way that we require them to provide heat, space heaters, that type of thing until they get the bigger issue fixed? >> it depends on how long the work is going to take and whether they can do that in a safe manner. the housing code says when you put space heaters in, they cannot substitute for qualified for the required hearing -- heating and was there permanently fixed with a permit. that is are rare instance when the housing code is very strict. it depends upon the time frame and how long it will take. we are issuing paper, issuing notices and sending them to directors hearing. we're building the people and referring them to the city
commission. generally if there is lack of heat, there's usually other maintenance issues. then we are before you asking those cases be referred to the city attorney. it is generally the elevator and other issues going on with the building as well. we will analyze that to see what has been outstanding for how long and what the nature of it is. you have heard as make those recommendations. we're happy to go back and look at that. if you look like us to do this particular sampling and see if we do the same building and if it was the same problem. it is not the time clock, i would give you the analogy of an elder -- elevator. if the parks and another part breaks, then we have to go through that particular process, as long as as they are taking a reasonable amount of time to deal with that. if not, that is definitely on
us. the dow the issue that commissioner murphy brought up, and we have heard about it where there is a boiler that continually breaks. it will fix it and it breaks again and brakes again. that is the interesting issue. at what point do we say get a better fix or replace it? >> i have asked that question, and it's a high bar unfortunately. >> this is an example of why i think we need more background information on our agenda items. i think there is another statistic we are missing. it will help us look at the whole picture and see what the problem is. i am glad we are responding within 24 hours to these complaints.
i am sure we are also tracking these complaints to make sure they are resolved or the matter is debated. so i would like to see the statistics on the number of cases where they were resolved with and a certain amount of time and which ones were not. which ones were resolved within 24 hours. compare that to what commissioner murphy wants as a list of repeat offenders. or if we see the cases, there are lots of cases over seven days or 10 days, we need to probe a little more. maybe this will help us understand the situation a little better. >> thank you. thank you for the direction. that is what i was asking of the last conviction so i know what
statistics to provide you. >> i know we're coming into the cold season soon, and to be pro- active in the enforcement and also in the category of condensing and distilling where the major areas of true attention needs to happen is really timely for the department to really follow up. given we are at the tail end of this summer, it is going to be ramping up, because if we do not resolve some of these issues before, they will be on top of the other ones coming in. >> as we get into september, we will do ua heat sweap. we will make sure the property owner has the time clocks up properly and the proper permit. we do that in the residential hotels.
we really create emphasis on that as we get into the fall. we will be doing that again this year. >> it would be good for the response to getting the list of the law of the basically continue to disregard. >> if you would like that for the calendar year with in the sampling on, we will go back through and give you the data for the next commission meeting if you would like. >> thank you. to go any additional commissioner comments? >> public comment on five5a and 5b? >> part of what i do for -- as a housing advocate is to advise tenants on how to take care of
back rent issues. they will get a 14-day notice and they will come to us and say what the we do? the first thing i will ask them is how did you get in this position? why did you not pay your rent. a significant number respond that i do not want to pay the rent, because where i live, my unit is in disrepair and lacking maintenance. i tell them that is not the way you go about it. do you notify your property managers about the issues that need to be attended to? they say yes, but they are unresponsive, and this is the only way i feel like i can get their attention. in all fairness, once i get involved and bring these issues, maintenance and have the ability issues to the property
managers and to their supervisors, things do get addressed to get fixed. my point is why do i have to get involved? they should be able if something breaks or needs addressing, they should be able to go to the property managers and say i have an issue, this is not my fault, i have kids, what ever. again, what they are telling me is that is not happening until someone else hire up gets involved. i do not understand why housing rights committee or some other person has to get involved. this seems like a pretty simple process. if something needs fixing or broken, you go to your property manager and say please address this. for whatever reason, and i do not know exactly, i have heard staffing issues and a lot of different things. i do not know the answer, but i
do not understand why things are not being fixed in a more timely manner. think you. -- thank you. >> thank you. >> those people are quite good, but you get the odd one that is not here yet those we need to get onto and have a hefty penalty like $1,000 per day or something like that, because there is no excuse for that. i do know most of them. i have been in many of these hotels, and most of them are really quite good. there are tenant problems sometimes, but then there are other ones that let the issue go
on and on with excuses. a heavier penalty. thank you. >> any additional public comment on this item? >> commissioner walker. >> as a closing comment, i appreciate this. i really hope you can take advantage of the fact that we have these organizations and programs around code enforcement out reach, and may be connected in that with that meeting through our housing division to make this more effective and to see how we can help you more on these kinds of issues, especially staffing issues that will compound. i think it has been the
intention to help, and we are ready have something in place with the court enforcement are reach where we can use them -- code enforcement our reach where we can use them instead of our reach. thank you for coming in participating. we look forward to working with you. >> i have my own comments to make. with regard to the categories that mean it's really triggers have the ability, that there needs to be a stronger effort or at least attention in a timely way and effective way to resolve these as quickly as possible, because as they get delayed, the complaints that are repetitive basically become part of the statistical padding that comes as a result of that. most importantly, the categories of the citizens that are at risk are the ones that reside there.
they trigger the categories of not paying rent, so then it becomes a volleyball effect. more importantly, i think attention is needed immediately, if not more than a timely way the immediate rebecs -- effects will be revolution. thank you. and >> item 6, directors report. item six6a. >> pamela anders. we are about $200,000 over when you compare the revenue this year versus this time last year. i decided what i would focus on
is how we ended the year for 2010 and 2011. i want to make sure that everyone realizes that the year in terms of the accounting entries is not over. in fact, departments are still making entries through the 24th of august, and then at the comptroller's office will make entries. so we have not gone through and booked our accruals. some of the departments have not billed out all of their expenses. so that really affects what we end up with work orders. the work orders historically have been one of those things where until we get closer till september or october time frame, we will not know how much they will bill us out. what we are looking at is that our charges for services are up
this fiscal year. our refunds have been significantly lower than they were three years ago, which was over $1 million. now they have reduced to $250,000. we project the revenues will be refunds of about $5 million, $4.9 million greater than that which was but it did -- which was budgeted. do not grab the revenues yet, because we need to talk about those in a minute. in terms of the expenditures, we know we had many vacancies this fiscal year, so that resulted in the a surplus of money of expenditures that were less than budgeted. non-personal services, a lot of those are due to vendors that
have not submitted their bills yet, so there is open building for that, and we usually have to carry forward money in years for that. that number will definitely change. the materials and supplies, we have historically budgeted a significant amount of money for things like computers and small i t items that are less than $5,000. -- small it numbers that are less than $5,000. we budgeted based on replacement need, but we have not impacted any of the
services that we need to provide. in other words, we did provide new computers and new printers and other types of i t devices to people this fiscal year, but we still have savings in there. services of other departments is primarily due to the fact that the bills are usually late. this number definitely will change. we do not have -- we are low on -- the city attorney has not done their billing for the fourth quarter. the controllers had not done all their billing for the whole services by the time that we produce this report. there are going to be changes. our best guess was or best
estimate was that we would end the year in terms of expenditures compared to budget by about 3.9 million, resulting in the balance of 8.9 million. this is expenditures versus budget. let's talk about the revenues. i think you all had heard the explanation that we have to make sure that we set aside sufficient funds to cover the work that people paid for. in other words, permits can last for four years. there can still be a lot of work that needs to be done. people come in and they pay before. we have to set aside funding for that. >> don't the term holders pay for an extension? >> that is if they're in
extension if they have a situation where the life of the permanent is over. what i am saying is you come in and you have standard kind of project where you are going to have to do demolition and you will have to do -- you will have to rebuild an area, a house. you say, ok, so you are paying for planned review, you are paying for -- let's say you are past the agenda. you were paying for the work that you do for the planned review. you are paying for the work that s group will do in terms of inspections.
that does not occur the day you pay. that will occur over the time. >> i understand that. you pay that on the day it is issued. let's say the project does not start and lingers on for two or three years, and you need an extension. >> you come in and pay. >> i do not understand what you're saying. >> it is essentially like an attorney -- >> i know exactly what it is. is not making sense what she is telling me. that is all i am saying. it does not make sense to me. >> you come in on monday, and you come in the october and you paid for the fees for all of your projects, most of the activities of the project happens in november or december, after the recording time. there is still a pot of money that is available for your project that is on our books, because we have not staff yet,
but the inspection will happen in november or december. it is essentially like a trust. you pay for all of the work, and that happened some of the beginning and some at the end. it will cover for the cost of the things that have already been paid for but the work has not been done yet. >> can we identify the projects that are in the case, identify the major projects instead of calling it as a lump-sum? >> sure, but the report is over 100 pages. >> have we identified the major projects? we do not have to give them numbers, it is a saying these are the major projects. >> it was started four years ago or longer and continuing to go on. the idea is we do not to continue the current revenues to pay for the projects that have
been going on for several years. >> there would be a certain percentage of what is the projected revenue that will save at least -- at least identify 60% of the projected revenue will come from the top five projects of a volume that will be 60% of the current project revenue. >> it is not career revenue. -- current revenue. the current year, the projects that come in now, this is setting aside for people who have brought it in prior to the current year. i would be glad to provide a list, and i would be glad to provide the revenues that we get from the extension fees, but the extension fees just keep the permit alive. it does not pay for the work that was anticipated originally.
>> in the words of mr. commissioner lee, at least the level of information should be provided to us so that we are not talking globally in a way that we can now get into the specifics. >> i would be glad to. it is the. it is very deep in terms of the statistics. -- it is deep. we need to make sure we do not get into a situation like we have been in, which is having money if the economy stalls or if we have a major occurrence. .